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Administrative Assistant, Events, Governance and Protocol

As an educational and cultural nonprofit institution, the Intrepid Sea, Air & Space Museum promotes the awareness and understanding of history, science and service through its collections, exhibitions and programming in order to honor our heroes, educate the public and inspire our youth. Located in New York City on the Hudson River, the Intrepid Museum was founded in 1982 with the acquisition of the legendary aircraft carrier Intrepid, a National Historic Landmark. Welcoming one million visitors annually, the Museum also features the space shuttle Enterprise, the world’s fastest jets and a guided missile submarine.

The Museum’s mission includes a dedication to inspiring the next generation of innovators—scientists, engineers, makers and thinkers. Innovation requires creativity, the ability to conceptualize big ideas, and the desire to stretch and spark imagination. To this end, the Museum’s education programs, public programs and exhibitions integrate history, science and art to create meaningful experiences that foster innovative thinking.

We are seeking an Administrative Assistant responsible for providing administrative support to President, Intrepid Fallen Heroes Fund / Executive Vice President, Intrepid Sea, Air & Space Museum. This position coordinates all activities that support the President/EVP on internal and external responsibilities and relationships.

Responsibilities include but are not limited to:
Administrative Responsibilities:

  • Manages President/EVP’s calendar and independently schedules appointments.
  • Screens incoming calls and correspondence for President/EVP and responds independently when appropriate.
  • Prepares records such as agenda, notices, minutes, and resolutions for meetings.
  • Organizes and maintains filing system and files correspondence and other records, including invoices and administrative records.
  • Composes and prepares confidential correspondence, reports, and other complex documents.
  • Organizes and maintains filing and processing of expenses, invoices, check requests for the EGP department and T&E records for President/EVP.
  • Creates and maintains database and spreadsheet files.
  • Arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings.
  • Assists in planning, preparation and execution of periodic large-scale events hosted at the Intrepid Sea, Air & Space Museum.
  • Prepares memorandums outlining and explaining administrative procedures and policies to supervisory workers, and monitors compliance.
  • Arranges programs, events, or conferences by coordinating with staff as needed to arrange for facilities and caterer, issues information or invitations, and coordinates speakers.

Performs other duties as required by management.

Candidate must have two to four years administrative experience and/or training with experience in management administration; or equivalent combination of education and experience. Highly proficient in Word, Excel, PowerPoint and data entry. Ability to represent the President/EVP in a highly professional manner and maintain confidentiality of sensitive data/material. Excellent organizational skills, attention to detail and ability to multi task effectively. Ability to complete projects efficiently and meet deadlines. Demonstrated track record of high ethical character. Strong critical thinking, complex problem solving skills. Strong interpersonal and communication skills at all levels of the organization, from line workers to senior management. Ability to be flexible, proactive and resourceful. Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry. Ability to work weekends, holidays, and other overtime as necessary.

For consideration e-mail resume with salary requirements to:

Be sure to include the title of the position you are interested in and your salary requirements.

NO PHONE CALLS. Only those candidates selected for an interview will be contacted.


The Intrepid Sea, Air & Space Museum is an equal opportunity employer.